08 Paragraph Formatting.Pdf

Training Guide

Microsoft Word 2010

– Level 1

8 – Paragraph formatting Microsoft Word 2010 - Level 1 PARAGRAPH FORMATTING

INFOCUS

The spacing and alignment of text in a paragraph is controlled by paragraph formatting. By selecting the most effective layout for a paragraph you can ensure that the result is professional and easy to read.

In this booklet you will:

 gain an understanding of paragraph formatting

 gain an understanding of text alignment

 learn how to change text alignments

 learn how to change line spacing

 learn how to change paragraph spacing

 learn how to indent paragraphs

 learn how to outdent paragraphs  learn how to start a bulleted list  learn how to add bullets to existing paragraphs  learn how to start a numbered list  learn how to number existing paragraphs  learn how to shade paragraphs  learn how to apply borders to paragraphs  learn how to use the paragraph dialog box

Paragraph formatting refers to formatting and how it works, you need to formatting commands that affect entire understand what a paragraph is. This page paragraphs – settings such as indenting, examines paragraphs and how formatting bullets, line spacing and paragraph can be applied to them. spacing. To understand paragraph

Understanding Paragraphs A paragraph consists of any amount of text followed by a paragraph mark ¶. A paragraph mark is created when you press and is usually hidden, although you can display paragraph marks and other formatting marks if you need to by clicking on Show/Hide in the Paragraph group on the Home tab. You can even have ‘empty’

paragraphs which consist of a paragraph mark and nothing else. These are usually seen as blank lines. Paragraph marks hold the formatting for a paragraph, so if you accidentally delete a paragraph mark, the paragraph formatting of the following paragraph will take effect. Examples of Paragraphs The following paragraphs are shown with the formatting marks displayed so that you can see where paragraphs start and finish. Spaces are indicated by dots, and tabs by right arrows. There are nine paragraphs below – can you spot them all?

Formatting Paragraphs Because paragraph formatting affects everything in a paragraph, you do not need to select the entire paragraph to apply the formatting. As long as the insertion point is positioned somewhere in the paragraph, any paragraph formatting you apply will affect the entire paragraph. Changing Paragraphs When you press and start a new paragraph, it will use the formatting of the previous paragraph (unless specific style settings override this). This way, for instance, you can create a bulleted list and keep entering bullets until you no longer need them.

Paragraphs can be aligned in a myriad of formats such as bulleted, numbered and ways on the page, depending on the effect multilevel lists all use these controls. Each that you are trying to achieve. Alignment is paragraph can have its own individual controlled by the paragraph alignment paragraph alignment and indent settings. settings and indent markers. Special

Indent Markers Indent markers appear on the horizontal ruler and control the position of the left and right edges of the text. Initially, they align with the margins.

Paragraph Alignment Paragraphs can be aligned in one of four ways using the paragraph alignment settings. The actual position of text on the page is determined by the position of the indent

markers.

Indented Text Indent refers to setting the text inside the margin or original indent position. Indents enable you to create some great effects such as bulleted and numbered lists, and indented quotes.

Paragraphs of text can be aligned in four visible on the ruler. They enable you to different ways on the page using the reposition text horizontally without having to paragraph alignment tools. The alignment change margin settings. Each paragraph can of the text depends on the location of the have its own alignment. left and right indent markers which are

1 Try This Yourself:

Before starting this exercise you MUST open

File the file W807 Paragraph Open Open Formatting_1.docx... 1 Click in the heading This paragraph is left- aligned and the corresponding tool in the

ribbon is highlighted.

Let’s try the other options... 2 Click on Centre to centre the heading 3 Click in the second paragraph below the heading and click on

Align Text Right

Select the last three 4 paragraphs and click on Justify then click away from the text to deselect it Notice how Justify spreads out the words in each line to create a block effect. This is neat from a distance, but harder to read because of the spacing... 5 Press + to select all of the text then click 2 on Align Text Left to restore the alignment of the text

For Your Reference… Handy to Know… To align paragraphs of text:  If your rulers are not visible, you can 1. Click in the paragraph display them by clicking on Ruler in 2. Click on one of: the Show group on the View tab. You Left Centre can also display it temporarily by hovering in the area where it would Right Justify normally appear – immediately above the page.

Line spacing controls the distance words are harder to recognise. Line spacing between each line of text in a paragraph. is also used for documents such as essays Line spacing is important because it can and contracts where room is required greatly improve the readability of text. If between the lines for written comments. lines of text are too close together the

2 Try This Yourself:

Continue using the previous file with this exercise, or open the

File file W807 Paragraph Same Same Formatting_2.docx... 1 Click in the first paragraph below the heading Click on Line and Paragraph 2 Spacing to display a list of

line spacing options

The tick against 1.15 indicates this is the line spacing... Select 1.0 to apply single line 3 spacing 4 Click in the third paragraph We’ll leave the second paragraph with the original line spacing...

Click on Line and Paragraph

5 Spacing and select 1.5

Click in the next paragraph, then 6 click on Line and Paragraph Spacing and select 2.0 Now you can compare the line spacing settings... 7 Press + to select all of the text Click on Line and Paragraph 8 Spacing and select 1.15 to restore the original line spacing 6

For Your Reference… Handy to Know… To change line spacing:  You can set line spacing to any size by 1. Click in the paragraph clicking on Line and Paragraph 2. Click on Line and Paragraph Spacing and selecting Line Spacing Spacing Options. The Paragraph 3. Select the line spacing of your choice dialog box will be displayed so that you can adjust the line spacing to an exact height in points, to a minimum height, or to a specific multiple of lines.

Paragraph spacing is the distance Paragraph spacing should be set using between paragraphs. Adequate spacing Spacing Before and Spacing After rather between paragraphs makes them easier to than pressing to create gaps between identify and makes finding specific paragraphs, which can be a bit sloppy. information in a document much easier.

Try This Yourself: 1

Continue using the previous

file with this exercise, or open

File the file W807 Paragraph Same Same Formatting_3.docx... 2 1 Click on the Page Layout tab to display the Paragraph settings By default, the Spacing Before is set to 0 pt and the Spacing

After to 10 pt... 4 Click to the left of the heading 2 to select it The shading below the text reflects the spacing after of 10 pt... 3 Press + to select all of the text

Click on the up spinner arrow

4 for Before to make it 6 pt

Click on the up spinner arrow 5 for After to make it 12 pt 6 The paragraphs are now further apart... Click on the down spinner 6 arrow for both Before and After until they read 0 pt Now there is no space between the paragraphs... Click in the text box for After 7 and type 10 then press to restore the original paragraph spacing

For Your Reference… Handy to Know… To change paragraph spacing:  You may have noticed the option of 1. Click in the paragraph Auto that appears below 0 in Spacing 2. Change the setting for Spacing Before and After. In a normal blank Before or Spacing After in the document, Auto will give you Spacing Paragraph group on the Page Layout Before of 0 pt and Spacing After of tab 14 pt.

Paragraphs can be indented in relation to subordinate to the headings or text around the left and right margins. Indented text is it. The Increase Indent tool uses the text that starts further in on the page than default tab stops on the ruler to align text other text. A simple left indent is often but you can specify exact indent positions if used as a way of showing that text is you need to.

1 Try This Yourself:

Continue using the previous file with this exercise, or open the

File file W807 Paragraph Same Same Formatting_4.docx... 2 1 If the ruler is not visible, click on the View tab and click on Ruler in the Show group

You should be able to see the

default tab stops every 1.27cm (½ inch) shown as tiny grey vertical lines just beneath the ruler... Click in the paragraph under the 2 heading and click on Increase

Indent in the Paragraph group on the Home tab Notice that the text and the indent marker move to the first 3 tab stop... 3 Click on Increase Indent again This time the paragraph moves to align with the second tab stop. You can also increase the indent by smaller amounts... 4 Click on the Page Layout tab Click on the up spinner arrow 5 for Indent Left in the Paragraph group This increases the indent to 2.6 cm and then by 0.1 cm increments

For Your Reference… Handy to Know… To indent a paragraph:  The keyboard shortcut for Increase 1. Click in the paragraph Indent is + . 2. Click on Increase Indent (Home  You can specify an exact indent by tab), or clicking in the text box for Indent Left Click on the up spinner arrow for on the Page Layout tab and typing Indent Left (Page Layout tab) the setting in centimetres.

Outdenting a paragraph will decrease the left. This is useful in situations where you left indent that has been applied to a are typing text and no longer want the text paragraph. This means changing the left indented, or where the indent that has been alignment point of the paragraph so that applied is too large. the entire paragraph aligns further to the

2 Try This Yourself:

Continue using the previous file with this exercise, or open the file W807 Paragraph

Same File Same Formatting_5.docx...

Click in the indented 1 paragraph and then click on the Page Layout tab You can see from the ruler that the paragraph is currently indented to 2.6

cm (or further). You can decrease the indent by different amounts 4 depending on which tool you use...

Click on the down spinner

2 arrow for Indent Left to outdent the paragraph to 2.5 cm 3 Click on the Home tab Click on Decrease Indent 4 to realign the paragraph with the first tab stop Click on Decrease Indent 5 again to realign the text with the left margin

For Your Reference… Handy to Know… To outdent paragraphs:  You can indent or outdent several 1. Click in the paragraph paragraphs at once by selecting them 2. Click on Decrease Indent (Home before you use an indent tool. tab), or Click on the down spinner arrow for Indent Left (Page Layout tab)

A bullet is simply a symbol or special used to make a list stand out from the rest character placed at the start of a sentence of the text and make each item in the list or a line of text. The most basic bullet in easier to identify and read. Bulleted lists are Word is a filled-in circle ● but other used where the list of items has no particular symbols can be used. Bulleted lists are order or priority.

2 Try This Yourself: Continue using the previous file with this exercise, or open the file W807 Paragraph

Formatting_6.docx... File Same

Click at the end of the 3 1 final paragraph, press and type Other useful plants include: 2 Press then click on Bullets in the Paragraph group on

the Home tab to start a bulleted list The list is automatically indented... 3 Type the list as shown, pressing after each entry 4 You should now have a bullet on a new line at the end which you don’t need... 4 Click on Bullets to turn the bullets off and return the paragraph to the original paragraph alignment

For Your Reference… Handy to Know… To start a bulleted list:  You can adjust the position of a 1. Press to start a new line bulleted list using Increase Indent 2. Click on Bullets or Decrease Indent .  You can also press twice after typing the last bullet entry to return the paragraph to the original paragraph alignment.

In a bulleted list, each paragraph starts their default format, have no spacing with a bullet. When you apply bullets to between the paragraphs other than normal existing text, a bullet is placed at the line spacing. When you add bullets to beginning of each paragraph and the rest paragraphs, the spacing between them may of the text is indented. Bulleted lists, in change.

2 Try This Yourself:

Continue using the previous file with this exercise, or open the file

W807 Paragraph

Same File Same Formatting_7.docx... 1 Select the three paragraphs that cover the stages of water purification

Click on Bullets to 2 apply bullets to the paragraphs and indent the text You may notice that the spacing between the paragraphs has also been 3

removed...

Click on Increase 3 Indent to indent the paragraphs further Note the position of the left indent marker on the ruler. The first line indent marker indicates the position of the bullet, and the hanging indent marker marks the position of the text. You can adjust these manually if you want to... Click on Decrease 4 Indent to remove the indent The bullets will now align to the rest of the text

For Your Reference… Handy to Know… To add bullets to existing paragraphs:  The spacing between paragraphs in a 1. Select the paragraphs bulleted list is controlled by a checkbox in 2. Click on Bullets the Paragraph dialog box. Look for Don’t add space between paragraphs of the same style and remove the tick if you want to be able to adjust the Spacing Before and After. Otherwise, adjust the line spacing.

Numbered lists are used to make a list priority. The default numbering system is stand out from the rest of the text and Arabic (1, 2, 3) but you can opt to use make each item in the list easier to identify different numbering systems such as Roman and read. Numbered lists are used where numerals (i, ii, iii) and alphabetical (a, b, c). the items have a particular order or

Try This Yourself:

Before starting this exercise you MUST open

File the file W807 Paragraph Open Open Formatting_9.docx... 1 Click at the end of the Stage 3 paragraph and press

Type 2 The stages of nutrient

pollution are:

Press 3 4 4 Click on Numbering in the Paragraph group on the Home tab to start a numbered list

Type the entries as

5 shown, pressing at

the end of each line except the last one The default Spacing After takes care of the space between the list and the following paragraph, while spacing within the list is controlled by the line spacing... Click in another part of 5 6 the document Numbering will be deactivated because you have moved to another part of the document

For Your Reference… Handy to Know… To start a numbered list:  If you want to be able to adjust the 1. Press to create a new line spacing between items in a numbered 2. Click on Numbering list, remove the tick from Don’t add space between paragraphs of the same style in the Paragraph dialog box. Use Spacing Before and After to adjust the spacing between items.

In a numbered list, each paragraph starts and the text in the paragraph is indented. with a number. When you apply The content of paragraphs in numbered lists numbering to existing text, a number is should be considered carefully, because placed at the beginning of each paragraph numbering implies a priority or sequence.

1 Try This Yourself: Continue using the previous file with this exercise, or open the file W807 Paragraph

Formatting_10.docx... File Same

Select the three 1 paragraphs that cover the stages of water purification Click on Numbering 2 to apply

numbering to the

paragraphs and indent 2 the text You may notice that the extra spacing between the paragraphs has been removed... Click on Decrease 3 Indent to remove the indent and align the numbers with the rest of the text

For Your Reference… Handy to Know… To number existing paragraphs:  We’ve used Decrease Indent just 1. Select the paragraphs to demonstrate that you can adjust the 2. Click on Numbering alignment of the numbered list using the Indent tools – either those on the Home tab or the Page Layout tab.

Shading can be used to emphasise should give some thought to contrast – if the particular paragraphs in a document. background is too dark and you have black Shading refers to applying background text, you won’t be able to read the text. Use colour to a paragraph. When choosing the dark backgrounds only if you have light text. colour to apply to the background, you

Try This Yourself:

Before starting this exercise you MUST open the file W807

File Paragraph Open Open Formatting_13.docx... 1 Click in the paragraph for Stage 1 Click on the drop arrow for 4 2 Shading in the

Paragraph group on the Home tab to display the colour palette 3 Point to different colours to see the effect on your text If you point to a very dark colour, Word will change your

text to white...

Click on Blue, Accent 1, 4 Lighter 80% (2nd row, 4th col) to apply this colour to the paragraph Notice that the colour extends between the left and right indent markers... Select the paragraphs for 5 Stage 2 and Stage 3 and click on Shading 6 The same colour is applied because it was used previously... Click away from the text to 6 see the resulting shading

For Your Reference… Handy to Know… To shade paragraphs:  You can remove shading by clicking on 1. Select the paragraphs the drop arrow for Shading and 2. Click on the drop arrow for Shading selecting None.

3. Click on the colour of your choice

A useful technique for drawing attention to below a paragraph. There are various border a paragraph is to apply a paragraph widths, styles and colours to choose from. border. Borders can be boxes surrounding The length of the lines is controlled by the a paragraph or they can be a single position of the indent markers in the vertical or horizontal line placed beside or paragraph.

Try This Yourself:

Continue using the previous file with this exercise, or open the file W807 Paragraph

Same File Same Formatting_14.docx...

Click in one of the blue 1 shaded paragraphs Click on the drop arrow for 2 Borders to display a list of options 3 Select Outside Borders A border will be automatically placed around the three paragraphs with the same format...

4 Select the numbered list Make sure you only select 3 the four numbered paragraphs... Click on the drop arrow for 5 Borders and select Left Border Notice how the border aligns with the first line indent marker... Click on the drop arrow for 6 Border and select Inside Horizontal Border 7 Drag the right indent 7 marker on the ruler to the left to reduce the length of the lines then click away from the text to see the result

For Your Reference… Handy to Know… To apply a border to a paragraph:  You can remove borders by clicking on 1. Click in the paragraph the drop arrow for Borders and 2. Click on the drop arrow for Borders selecting No Border.

 You may notice that the icon on 3. Click on the border of your choice Borders changes each time you use it. This way you can quickly apply the previous setting to another paragraph if you need to.

The Paragraph dialog box is accessed by and if you need to use any of the advanced clicking on the dialog box launcher in features that aren’t accessible on the ribbon. the Paragraph group. It is especially The Paragraph dialog box controls the useful if you want to apply a series of alignment, spacing and pagination of formatting effects to selected paragraphs paragraphs.

2 Try This Yourself:

Continue using the previous file with this exercise, or open

File the file W807 Paragraph Same Same Formatting_15.docx... 1 Select the three shaded and bordered paragraphs Click on the dialog box 2 launcher in the Paragraph

group and click on the Indents and Spacing tab 3 Click on the up spinner arrow for Left under Indentation until it reads 1 cm Click on the up spinner arrow 4 for Right until it reads 1 cm

Click on [OK] 5 The paragraphs will be

indented from both the left and right... 6 Click in the paragraph that starts with Plants It appears just below the numbered list... Click on the dialog box 7 launcher in the Paragraph

group and click on the Line and Page Breaks tab 8 Click on the checkbox for Page break before then click on [OK] The paragraph will be pushed on to the next page

For Your Reference… Handy to Know…

To use the Paragraph dialog box:  The Special settings under Indentation are

1. Select the paragraphs used to set First Line and Hanging indents.

2. Click on the dialog box launcher  The Pagination settings on the Line and in the Paragraph group Page Breaks tab control the way 3. Change the settings as required paragraphs behave around page breaks. 4. Click on [OK] Keep lines together, for example, ensures that a paragraph isn’t spilt across two pages.

Congratulations! You have now completed the Paragraph formatting booklet. This booklet was designed to get you to the point where you can competently perform a variety of operations as listed in the objectives on page 2. We have tried to build up your skills and knowledge by having you work through specific tasks. The step by step approach will serve as a reference for you when you need to repeat a task.

Where To From Here… The following is a little advice about what to do next:  Spend some time playing with what you have learnt. You should reinforce the skills that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small is a good way to start.  Some aspects of the course may now be a little vague. Go over some of the points that you may be unclear about. Use the examples and exercises in these notes and have another go - these step-by-step notes were designed to help you in the classroom and in the work place! Here are a few techniques and strategies that we've found handy for learning more about technology:  visit CLD’s e-learning zone on the Intranet  read computer magazines - there are often useful articles about specific techniques  if you have the skills and facilities, browse the Internet, specifically the technical pages of the application that you have just learnt  take an interest in what your work colleagues have done and how they did it - we don't suggest that you plagiarise but you can certainly learn from the techniques of others  if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away - over a period of time you'll learn a lot this way  and of course, there are also more courses and booklets for you to work through  finally, don’t forget to contact CLD’s IT Training Helpdesk on 01243-752100